HR Operations Coordinator

Alfred University; Village of Alfred (NY); On-site; USD 25,000 - 27,000; Full time

Job summary

Alfred University in Alfred, NY seeks an HR Operations Coordinator to provide administrative and operational support to the Office of Human Resources, ensuring a welcoming, organized, and confidential environment for staff, faculty, students, applicants, and visitors.

This role handles front desk operations, coordinates scheduling and onboarding tasks, assists with HR workflows, maintains records, and supports process improvements across HR services while upholding FERPA compliance and

Qualifications

• High School Diploma or GED; Associate's degree preferred.
• Proficient in Microsoft Office, Excel, Outlook, Adobe PDF.
• 3+ years of progressive administrative experience, preferably within a Higher Education HR environment.
• Experience managing front-desk operations and supervising student workers.
• Confidentiality with FERPA, employment verifications, and public records laws.
• Technical proficiency with higher education enterprise systems (Banner, Workday, PeopleSoft) and standard office suites.
• Strong intercultural communication skills within a diverse campus community.

Responsibilities

• Coordinate daily front desk operations, including visitor assistance, telephone inquiries, general HR email correspondence, and office coverage.
• Serve as an initial point of contact for HR and payroll inquiries, providing general guidance and directing sensitive matters to the appropriate team members.
• Track administrative requests, coordinate follow-up, and maintain accurate records to support timely service.
• Maintain a welcoming, professional, and confidential office environment, responding to employee concerns with empathy and discretion.
• Provide administrative assistance to the CHRO and Associate Director of HR, including calendar management, meeting coordination, correspondence, reports, and special projects.
• Coordinate interview schedules, committee meetings, departmental events, and employee orientation activities.
• Assist with tracking departmental projects, administrative deadlines, assignments, and follow-up activities.
• Support preparation of TROIKA meeting materials, including agendas and action-item tracking.
• Coordinate departmental purchasing, invoice processing, monthly credit card reconciliations, office supplies, and related administrative activities.
• Complete Form I-9 and E-Verify processing; coordinate onboarding documents and follow-up to support timely processing.
• Maintain confidential personnel records and process routine employment verifications.
• Provide administrative support for PAF and RR workflows, monitor submissions, and route approvals.
• Serve as a trained backup for EPAF processing during absences or peak periods.
• Collaborate with HR Lifecycle, Benefits, and Payroll to support timely administrative processes.
• Identify opportunities to improve office efficiency and employee service delivery.
• Perform other related duties as assigned.

Skills

Front desk operations

Confidentiality

Intercultural communication

Customer service

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Excel

Outlook

Adobe PDF

Banner

Workday

PeopleSoft

Job description

The HR Operations Coordinator provides administrative and operational support to Alfred University's Office of Human Resources, ensuring a welcoming, organized, responsive, and confidential environment for faculty, staff, students, applicants, and visitors.

Rate: $18.39-$19.45, 35 hours/week

Work Authorization Requirements

Applicants must be legally authorized to work in the United States at the time of employment. Alfred University is unable to provide employment-based immigration sponsorship for this position, either now or in the future.

Key Responsibilities

HR Office Operations and Employee Services

• Coordinate daily front desk operations, including visitor assistance, telephone inquiries, general HR email correspondence, and office coverage.
• Serve as an initial point of contact for HR and payroll inquiries, providing general procedural guidance and directing sensitive or specialized matters to the appropriate team members.
• Track administrative requests, coordinate follow-up, and maintain accurate records to support timely service.
• Maintain a welcoming, professional, and confidential office environment, responding to employee concerns with empathy, discretion, and sound judgment.

Executive and Departmental Administrative Support

• Provide administrative assistance to the CHRO and Associate Director of HR, including calendar management, meeting coordination, correspondence, reports, presentations, and special projects.
• Coordinate interview schedules, committee meetings, departmental events, and employee orientation activities.
• Assist with tracking departmental projects, administrative deadlines, assignments, and follow-up activities.
• Support preparation of TROIKA meeting materials, including organizing pending requests, preparing agendas, documenting administrative action items, and tracking decisions.
• Coordinate departmental purchasing, invoice processing, monthly credit card reconciliations, office supplies, and related administrative activities.

HR Administration and Compliance Support

• Complete Form I-9 employment eligibility verification and E-Verify processing in accordance with applicable requirements and University procedures.
• Coordinate new hire paperwork, onboarding documentation, and administrative follow-up to support timely processing.
• Maintain accurate and confidential personnel records and process routine employment verification requests.
• Provide administrative support for Personnel Action Form (PAF) and Recruitment Request (RR) workflows, including monitoring submissions, tracking required documentation, coordinating follow-up, and assisting with routing requests through established approval processes.
• Assist departments and employees with general PAF and RR submission questions, referring processing, compensation, and approval matters to the appropriate HR team member.
• Serve as a trained backup for student and graduate Electronic Personnel Action Form (EPAF) processing during employee absences, peak processing periods, or as assigned.

Operational Coordination and Process Improvement

• Collaborate with the HR Lifecycle Specialist, Benefits, Payroll, and other campus departments to support timely and accurate administrative processes.
• Assist with maintaining departmental procedures, administrative checklists, electronic records, and workflow tracking systems.
• Identify opportunities to improve office efficiency, communication, and employee service delivery.
• Perform other related duties as assigned.

Qualifications

• High School Diploma or GED equivalent required, Associate's degree preferred
• Proficient in Microsoft Office, Excel, Outlook, Adobe PDF
• 3+ years of progressive administrative experience, preferably within a Higher Education HR environment, academic department, or complex public-sector matrix.
• Proven capability to manage front-desk operations, including supervising student workers or junior administrative staff.
• Deep understanding of confidentiality protocols, with a working knowledge of FERPA, employment verifications, and public records laws.
• Technical proficiency with higher education enterprise systems (e.g., Banner, Workday, PeopleSoft) and standard office suites (MS Office, Google Workspace).
• Strong intercultural communication skills with a demonstrated ability to navigate a diverse campus community of faculty, staff, students, and union representatives.

Other Duties & Responsibilities

• Handle sensitive information in a confidential manner.
• Exceptional people skills and the ability to solve problems working with others in a team environment is essential. Proficiency in Excel, Word, and Microsoft Office products preferred. Familiarity with both private and public universities a plus; demonstrated ability to draw conclusions and make recommendations based on research data and findings.
• Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people's lives.
• Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff and students.
• Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience.
• Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment.
• Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols.
• Effective written and oral communication skills.
• Contributes to the overall success of the University by performing other duties as assigned.

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Personal Protective Equipment must be worn when required. A respiratory function test and the ability to use respirators may be required. Stairs and uneven surfaces may be present; artificial lifts, etc. may or may not be available. The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus. The Campus is located in an area that contains numerous hills and slopes and may not always be fully accessible for mobility impaired individuals.

About Alfred University

Lighting the way for students since 1836.

"We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836."

Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities.

Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York. To learn more, visit alfred.edu.

Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law.